Entourage & Your Quota For the Macintosh Using Entourage for OS X Keith Roberts

Transcription

1 MAC1001 May 2003 Entourage & Your Quota For the Macintosh Using Entourage for OS X Keith Roberts INTRODUCTION... 1 MOVING OFFLINE... 1 CLEANUP... 1 SAVING CREATE NEW LOCAL FOLDER... 3 MOVE TO NEW FOLDER... 4 VERIFY HAS BEEN SAVED... 4 PURGE SAVED S FROM SERVER... 5 MOVING MESSAGES BACK ONLINE... 7 CREATE NEW FOLDER ON SERVER... 7 MOVE TO NEW ONLINE FOLDER... 8 GETTING HELP... 9 Introduction UH students, faculty, and staff are allotted 20 megabytes of storage for their accounts. Once this quota is met, the user is unable to continue to receive until they make room in their account. This document will discuss how to save your to a local disk on your computer's hard drive and remove it from the mail server. This document assumes you are using the Microsoft Entourage client. It is also assumed that Entourage has been configured to use the IMAP protocol. Moving Offline CLEANUP The first step in reducing your disk space usage should be cleaning up your current . Delete any s that are no longer needed, especially s with attachments. Entourage & Your Quota MAC1001 Page 1

2 SAVING The Entourage window is composed of three frames. The frame on the left displays your mail folders, both local and online. This is the frame we will be most concerned about for saving your messages. In the figure below is an example of the Entourage window. Notice that in the frame on the left, there is a list of all the folders, including two folders with drop down arrows. The folder called On My Computer is where all folders on the local hard disk are found. The folder called UH is where all the folders online are found. Note, the name of the folders on your Mac may be different, depending on how you configured your Entourage application. Entourage & Your Quota MAC1001 Page 2

3 CREATE NEW LOCAL FOLDER Create a new local folder where you will store the you no longer need to have online. To create a new local folder, click on the Inbox under the On My Computer folder. Then click on the File menu, click New, and then click on Folder. Note, ensure you click on the Inbox under the On My Computer folder BEFORE creating the new folder. Doing so will ensure the newly created folder will be on your local hard drive. See figure below. Next, Give the folder a name and press the Enter key on your keyboard. See figure below. Entourage & Your Quota MAC1001 Page 3

4 MOVE TO NEW FOLDER Now, select the you wish to move offline and have saved in your local folder. Simply drag the s that are to be saved into the new local folder that was created in the previous step. In the figure below, the messages from ITSDemo in the Inbox was selected and moved into the new local folder, Saved . VERIFY HAS BEEN SAVED To verify that the has been saved to your local hard disk, click on the new folder you created (saved e- mail). The saved should be displayed in the frame on the right. See figure below. Entourage & Your Quota MAC1001 Page 4

5 PURGE SAVED S FROM SERVER After saving the s to your local hard drive, you must delete them from the server to clear disk space. To do this, select the s on the server that you wish to delete and click on the Trash icon on the toolbar. In the figure below, the s from ITS Demo were selected from the Inbox on the server. After clicking on the Trash icon to delete the selected messages, the s are moved to the Deleted Messages folder. Note, the name of the folder may be different, depending on how you configured your Entourage application. In the figure below, the deleted messages have been moved to the Deleted Messages folder. Entourage & Your Quota MAC1001 Page 5

6 Entourage will automatically purge the deleted s when you quit the program. To ensure you have this option configured, click on the Tools menu and then click on Accounts. See figure below. Next, click once on your UH account to select it, and then click on the Edit button. Click on the Advanced tab. Ensure the option Move messages to the "Deleted Items" folder is selected, and choose the appropriate folder to move the deleted messages to. Then ensure the Empty "Deleted Items" folder on quit check box is checked. Then click on the OK button. See figure below. Entourage & Your Quota MAC1001 Page 6

7 That's it, after you quit the Entourage application, the deleted s will be removed from the server, clearing disk space from your quota. Moving messages back online There may come a time when you wish to move the s you saved onto your local hard disk back online to be accessed from different locations. The process of moving the back online is very similar to the process of saving them to your local hard disk. CREATE NEW FOLDER ON SERVER First, be sure to click once on the server folder (UH ) to select it. Then go to the File menu, click New, and then click Folder. See figure below. Entourage & Your Quota MAC1001 Page 7

8 Next, Give the folder a name and click on the Create button. See figure below. MOVE TO NEW ONLINE FOLDER Now, select the you wish to move online to be accessed from multiple locations. Simply drag the s that are to be uploaded into the new online folder that was created in the previous step. In the figure below, the messages from Saved was selected and moved into the new online folder, Upload . That's it, your is now back online. The messages have been copied from the local folder and placed in the newly created folder online. These messages now count against your quota, but they can be accessed from multiple locations. Entourage & Your Quota MAC1001 Page 8

9 GETTING HELP For additional assistance, please phone the ITS Help Desk at (808) , send to or fax (808) Neighbor islands may call the ITS Help Desk s toll-free phone number at (800) Or see the ITS Help Desk home page at The ITS walk-in Help Desks are located in Keller 105, Keller 213, and the ITS CLIC Lab on the UH Mānoa Campus. The University of Hawai i is an equal opportunity/affirmative action institution. Entourage & Your Quota MAC1001 Page 9